L&S Cost Grid

The Cost Grid is meant to be used by L&S financial staff as a place to find information related to expense types, typically for transactions relating to expense reimbursements or p-card transactions. Use this guide to ensure policies are followed and that explanations for and attachments to transactions are consistently treated throughout all Teams.

Search Box:

Please share the L&S Travel Quick Guide with any person traveling on behalf of the UW and the L&S P-card Quick Guide for all who have a P-card.

General Guidance

Methods for Payments

The Business Services Paying a Vendor or Individual has more complete guidelines on the different methods to make payments at the UW, but a summary is below.

Expense Reimbursements

Primarily used to reimburse employees and non-employees for travel expenses they paid out of pocket. May be used to reimburse for purchased goods in some situations.
Services are not allowable for e-Reimbursement due to tax implications. Services should always be paid directly by the UW by a UW issued card or through UW accounts payable.
Business Services Travel and Reimbursement page
UW-3024 Expense Reimbursement
UW-3026 Non-Payable/Non-Reimbursable Expenses

Procurement Cards or Department Cards

P-cardholders may make allowable purchases for themselves and for others, but may not share their card details for others.
Department Cards may be used by multiple people within a Department. They are issued to a single person within a Department and that person is responsible for the proper usage by others.
L&S P-card Quick Guide indicates what is and what is not allowable on a P-card or Department Card.
Business Services Purchasing Card page

Corporate Cards

An individual liability card issued to an employee for UW business use only. Employees still need to submit expense reports for payment to US Bank.
Business Services My Corporate Card page

Requisition/PO/Invoice

This method is used for items over $5,000 or when tracking is needed for multiple payments throughout a fiscal year, such as a blanket or Continuing Order Requisition (COR)
Business Services Requisition Process page

Direct Payment/Invoice

This method is used to pay invoices that are under $5,000 not related to a PO.

Payment to Individual (PIR)

This method is used for a payment to an individual who is not an employee.
Business Services Payment to Individual Report page

Business Purpose

Business Purpose: When using university funds or requesting a reimbursement from university funds, documentation of a clear business purpose is required so an approver, auditor, site manager, post-payment auditor, legislator, taxpayer or news outlet may reasonably conclude and agree the expenditure is an appropriate business expense. The business purpose, which is defined as one that supports or advances the goals, objectives, and mission of the university, adequately describes the expense as a necessary, reasonable, and appropriate business expense for the university. All expense reimbursements must include a university business purpose.

The description should include who, what, where, when and why. The "why" should include how the purchase supports the funding source or program benefiting from the purchase.

Guidance: L&S, UW-3024

What is a Receipt

An original receipt is a written acknowledgment that the vendor has been paid for providing goods or services. To be considered original it must show:

The name & address of the vendor providing the goods or services
The date that the specific services were received or items were purchased
Itemization of the services and/or goods and pricing
Final amount due and evidence that it was paid
Credit card receipts that do not show what was being purchased are not acceptable.

Guidance: UW System Receipt Requirements

Accountable Plan

Entities must have an Accountable Plan to be in compliance with IRS regulations.

Travel costs must be submitted in SFS within 90 days after the end of a trip, or 90 days after purchase for non-travel expenses. If submitted after this timeframe, the expenses will almost always become taxable income for the individual being reimbursed.
Students who are not also UW employees are exempt from the 90 day requirement. Students who are also UW employees are subject to the 90 day requirement.
Non-employee, non-UW student requests submitted after 90 days must be submitted as a Payment to Individual Report (PIR) and charged to 2620.

Guidance: UW-3024 Expense Reimbursement, Procedure 3024.7 Process Expense Report Not in Compliance with Accountable Plan

Student Travel

There are some specific guidelines to ease travel for students and also mitigate risk for the UW.

Follow Student Payment Guidelines
Clery Act guidance if applicable, including address, see UW Procedure 3024.1, #14
Employees may claim travel-related expenses for students where it would be inappropriate to request students to pay for their own travel expenses. Meals reimbursed under this exception are reimbursed as business meals, not individual meal per diems.
Efforts should still be made to direct pay for student expenses using purchase cards or other direct methods of payment.

Stipend in Lieu of Travel Reimbursement

Sometimes giving a lump sum travel amount for a guest to make their own travel arrangements is easier for all than arranging and staying within UW travel policies. An example of when this may be used is for student campus visits.

No Services are being provided.
Paid through a PIR and coded to Account 3750.
Unlike direct reimbursement or payment of travel expenses, stipends are tax reportable to the recipient.
The amount may not cover the entire amount, but the department must be able to justify the amounts given. For example, we wouldn't expect a student from Lodi being awarded the same amount as a student coming from a coast or abroad. Perhaps the amounts are in 1-3 categories, e.g., within a certain mileage, continental US outside of that mileage, and abroad.

Cash Advances

Travelers may request a cash advance if no other payment options are available or practical.

Submit Cash Advance Activation Request Form to busservapprovals@ls.wisc.edu.
Must be fully reconciled within 30 days of the end of the trip.
e-Reimbursement cash advances may not exceed 100% of the estimated expenses to be paid by the traveler.

Guidance: UW-3025 Cash Advances, 3025.1 Obtain and Reconcile Cash Advance, 3025.2 Approve and Reconcile Cash Advance

Claiming Own Expenses

Employees may not claim travel-related expenses for other travelers. Exceptions:

Shared lodging expenses
Shared transportation expenses
Student travel where it would be inappropriate to request students to pay for their own travel expenses. Meals reimbursed under this exception are reimbursed as business meals, not individual meal per diems.
Name of included travelers must be included in the documentation.

Guidance: UW-3024 Expense Reimbursement (Section IV)

Sales Tax

Wisconsin

The UW is exempt from Wisconsin state sales tax (purchases made and/or consumed in Wisconsin). Efforts must be made with every purchase to remove Wisconsin state sales tax.

Other States

The UW is not exempt from sales tax for purchases completed in other states. Hosted meals, events, lodging, or other purchases made while in another state will not be exempt unless they fall under a reciprocity agreement. Each state allows for different exemptions so be careful. Purchases must be made directly from the UW or using a card where the name of the UW appears on it to be eligible. Removing sales tax from other states is not part of the audit. For larger purchases departments may advise faculty and staff of those reciprocity agreements.

Sales Tax Immateriality

Clarification reminder that the UW has a guidance to allow the reimbursement of sales tax paid in error. Repeatedly paying sales tax when it should have been removed does not denote an error.
If sales tax under $25 is paid in error it is considered immaterial and should be documented as paid in error.
If sales tax is over $25 there must be an attempt to have the vendor reverse the sales tax. If the vendor does not agree documentation indicating steps were taken by staff to reverse the charge should be included with the transaction.

Guidance: UW-3033 Tax Exemption, Sales Tax with Meals, Reciprocity Agreement

Travel Itinerary

A travel itinerary should be included for each day. The format of that will vary depending on the type of trip. For conferences, the conference agenda will typically provide all needed information.

Business justification document includes information needed for each day of travel involving research, collaboration or meetings.
Daily Itinerary example
Fillable Itinerary template in Word or Excel

Guidance: L&S Financial Documents Descriptions & Business Purpose

Travel

Airfare

Airfare
Review	Attachments
Purchased from Concur or Fox World Travel. (unless international purchased in-country) Timeframe reasonable and within policy Receipt amount correct Airfare is allowable for reimbursement prior to travel One-way flights are allowable if most cost effective and efficient. Also allowed for long trips where return flight dates aren’t available. Coding is valid and has funding available No personal credits, vouchers or gift cards being reimbursed. Associated fees such as baggage, seat upgrades to asile, window, or exit row, and booking fees are allowable. For Baggage the first piece of bags is reimbursable, additional bags beyond the first and any overweight or oversized bages may be reimbursable with a business justification. Aisle/Window/Exit Row Fees are allowable as long as the fare class remains coach/economy. Receipt required for baggage costs over $30 Fare class upgrades for international flights of eight hours or more are allowable to Premium Economy class only. Hawaii and Alaska are not considered international.	Itemized receipt (Fox World Travel Invoice) Itinerary/conference agenda /flyer/program Do not provide a link, attach the document Cost comparison, if indirect routing/extra stops (non-business) or non-local airport used for departure/return. Cost comparison must be obtained at the time of booking and must include a date stamp.

Business Purpose: What was the purpose of the trip? What were the dates of the trip? What was the specific benefit to the UW gained from this trip?

Guidance: L&S Airfare, UW-3016-Air Travel , Booking a Flight, Baggage, Travel Receipt Requirements, Cost Comparison Guidance

Gas

Gas
Review	Attachments
Timeframe reasonable and within policy Receipt amount correct Authorized Driver, if UW employee. How to become an authorized driver. Coding is valid and has funding available Only applicable for rental car used for UW business. If not a rental car, mileage must be claimed instead of gas.	Itemized receipt for gas Itemized receipt for rental car

Business Purpose: What was the purpose of the trip? What were the dates of the trip?

Guidance: Using a vehicle for business travel

Lodging

Lodging
Review	Attachments
Purchased from Concur, Fox World Travel, directly with hotel or with Airbnb Timeframe reasonable and within policy Receipt amount correct Lodging rate within limit of city’s per diem Name on the receipt matches traveler. If not, need names and affiliation of those staying in the room or an explanation. Other fees separated out in its own expense line, such as parking or internet. Extra charges (food, room service, upgrades, etc.) removed from total being claimed No third-party booking except AirBnb, which is allowable. No Expedia, Travelocity, hotels.com, kayak, etc. No VRBO. Coding is valid and has funding available Average of all business days within maximum is allowable Lodging per diems may be exceeded if the hotel is a conference hotel as recommended by the conference organizer on their website or brochure. Note in the comments that the rate is being exceeded because of the conference hotel exception, as well as attaching documentation. Per the Clery Act, any lodging with students must use the student lodging expense type, even if lodging is share with faculty or staff. The lodging address must be in the description field. If lodging is needed for more than 30 days, pre-approval from L&S Director of Business Services (Michele Gundrum) is required. Prepayment is allowed (when required by lodging facility) prior to travel.	Itemized receipt with zero balance Itinerary/conference agenda Conference brochure or website printout with proof of conference hotel, if applicable If more than 30 days, documentation of pre-approval

Business Purpose: What was the purpose of the trip? What was specific benefit to the UW gained from the purchase?

Guidance: Reserving Lodging, UW-3017 Lodging;

Meals - Travel - Per Diem

Meals- Travel - Per Diem
Review	Attachments
Timeframe reasonable and within policy Meal per diem must be reduced for first/last day of travel Provided meals are deducted Coding is valid and has funding available Day trip meal allowance is used for non-overnight trips. This should not be confused with business meal policy UW-3039	Itinerary/conference agenda to show business days and meals provided Flight itinerary to show dates of travel

Business Purpose: What was the purpose of the travel? What was specific benefit to the UW gained from the purchase?

Guidance: UW-3018 Meals and Incidentals, UW-3039

Mileage

Mileage
Review	Attachments
Authorized Driver, if UW employee, including students who are also employees and volunteers on behalf of the UW. Personal vehicle used Coding is valid and has funding available Commuting mileage from home to work is non-reimbursable. Cost comparison including mileage, parking, tolls needed for roundtrips of 1,000 miles or more. Tolls are allowable for reimbursement while on UW business.	Google map printout with to and from addresses (PDF, not html) If over 1,000 miles round trip, comparison showing it was most cost-effective option. If not most cost effective reimbursement reduced to maximum of 1,000 miles. Add agenda/itinerary, if applicable.

Business Purpose: What was the purpose of trip? What is the UW Benefit?

Guidance: Using a vehicle for UW business travel, Driver Authorization instructions, Policy UW-3019 Vehicle Use/Rental

Parking

Parking
Review	Attachments
Timeframe reasonable Receipt amount correct, needed if over $25 or on p-card Coding is valid and has funding available Authorized Driver, if UW employee, including students who are also employees and faculty and staff. If parking is the only expense being claimed (no rental or mileage), then do not need to be authorized driver.	Itemized Receipt if over $25 or on p-card Add agenda/itinerary, if applicable.

Business Purpose: What was the purpose of trip? What is the UW Benefit?

Guidance: Using a Vehicle for UW business travel, Policy UW-3019 Vehicle Use/Rental, Driver Authorization instructions,

Relocation and Moving Expenses Stipend

Relocation
Review	Attachments
Stipend made no more than 30 days in advance of the employee’s actual relocation date. Additional expense line for 30% tax withholding reduction. Coding is valid and has funding available	Offer letter showing amount of award of stipend.

Business Purpose: What was the date of the move? Where is the employee moving from?

Guidance: UW-3079 Relocation, 3079.1 Processing a Relocation Stipend, L&S Relocation/Moving Stipend KB Page

Rental Cars

Rental Cars
Review	Attachments
Timeframe reasonable and within policy Receipt amounts correct Authorized Driver, if UW employee, including students who are employees and UW volunteers Rented on contract. Coding is valid and has funding available Midsize SUV vehicle class and below, unless documented need for larger vehicle No refueling fees from vendor on receipt No add-ons on receipt (GPS, satellite radio or roadside assistance, etc.)	Itemized Receipt (not estimated costs) Add agenda/itinerary if applicable.

Business Purpose: What was the purpose of the travel? What business activities did having a rental car facilitate? How was the rental car the most cost-effective method of transportation? Why was a rental car needed (rather than using public transport or uber)?

Guidance: Using a Vehicle for UW business travel, Policy UW-3019 Vehicle Use/Rental, Driver Authorization instructions,

Student Travel

Student Travel
Review	Attachments
Timeframe reasonable and within policy Receipt amount correct Follows Student Payment Guidelines Coding is valid and has funding available Clery Act guidance if applicable, including address, see UW Procedure 3024.1, #14 Employees may claim travel-related expenses for students where it would be inappropriate to request students to pay for their own travel expenses. Meals reimbursed under this exception are reimbursed as business meals, not individual meal per diems. Efforts should still be made to direct pay for student expenses using Purchase Cards or other direct methods of payment.	Itemized receipt Itinerary/conference agenda

Business Purpose: Is this a research payment, UW Business or personal enrichment? Where What was specific benefit to the UW gained from the purchase?

Guidance: Student Payment Guide, Payments to Students, UWPD Clery Act, Payroll and Travel Policy Updates, UW-3024

Transportation, Local – Taxi/Uber/Bus/Rail/Subway

Transportation, Local
Review	Attachments
Timeframe reasonable and within policy Receipt amount correct, needed if over $25 or on a p-card Each ride has its own expense line. Note pick up and drop off point in expense line comment Standard fare only (not Uber Comfort/Black, or Lyft Extra Comfort) Tip amount not greater than 20% Coding is valid and has funding available Lowest cost reasonable method of transport Reservation Fee allowed. Business justification needed for wait time, priority pick-up, etc. If extra stops, business justification needed Uber Cash is not allowable, no personal credits, vouchers or gift cards can be reimbursed.	Itemized receipt if over $25 or on a p-card. Add agenda/itinerary if applicable.

Business Purpose: Where was the transportation to and from? What was the purpose of the transport?

Guidance: Traveling - Once you’re there, Local-Distance Ground and Local Transportation UW-3020,

Transportation, Ground Long-Distance - City to City Bus/Train

Transportation, Ground Long-Distance
Review	Attachments
Timeframe reasonable and within policy Receipt amount correct Receipt always required, regardless of amount Coding is valid and has funding available Can be booked with train provider directly or by calling Fox World Travel	Itemized receipt Comparison showing it was most cost-effective option if over 1,000 miles round trip. Add agenda/itinerary if applicable.

Business Purpose: Where was the transportation to and from? What was the purpose of the transport?

Guidance: Travel Planning and Booking, Local-Distance Ground and Local Transportation UW-3020,

International Travel General Info

CISI

Effective January 1, 2022, enrollment in CISI International Travel Accident, Sickness, and Security Assistance Insurance coverage is required for all University of Wisconsin–Madison faculty, staff employees and appointed volunteers when traveling internationally or to any U.S. territory* for the purposes of engaging in University-related academic, research, business or sponsored Program activities. (*Travel to a U.S. territory includes travel to Puerto Rico, S. Virgin Islands, Guam, American Samoa and Northern Mariana Islands.)
If employee is enrolled in a HDHP (High Deductible Health Plan) traveler should contact OHR Benefits Services
When claiming for reimbursement documentation showing business days must be provided. (Agenda/Itinerary)
Prepayment is allowed.
While CISI insurance is required, travelers who do not obtain it may still receive expense reimbursement for their trip.

Additional Info: CISI International Travel Insurance Program, UW-3022

In-Country Flight

There are a few exceptions that allow tickets to be purchased outside of Concur or Fox World Travel.

Some remote international carriers must be purchased in-country. If purchasing airfare abroad, the origin and destination must both be international locations. Flights purchased under this exception may be booked directly with the airline.
Though rare, some international airline tickets cannot be purchased by the designated travel management company or are available at significantly higher rates. Documentation (such as an email) from the contracted managed travel company stating they can’t purchase the requested itinerary is required. Flights purchased under this exception may be booked directly with the airline.

Guidance: UW-3016 Air Travel

International Phone

International business communication expenses, such as international calling or data plans, are payable/reimbursable when accompanied by business justification. Note: Individual phone calls are part of the M&IE per diem allowance.
For the purchase and use of a phone for University use contact DoIT.

Guidance: UW-3022

Internet

Internet
Review	Attachments
For business use while on travel, not personal use. Personal use internet is part of per meal diem. Receipt amount correct Receipt always required, regardless of amount Coding is valid and has funding available	Itemized receipt

Business Purpose: The business reason internet was needed. What was the specific benefit to the UW gained from this purchase?

Guidance: UW-3024 Expense Reimbursement

VISA/Passport

Visa and Passport fees are payable/reimbursable by the university when required for university business travel. For information about obtaining travel visas and passports for university business, see the UW TravelWIse Passport Services webpage.
Prepayment is allowed.

Guidance: UW-3022 International Travel, Business Services Traveling to a Foreign Country

Events

Alcohol

Alcohol
Review	Attachments
Timeframe reasonable and within policy Receipt amount correct Alcohol must be accompanied with proof of food Alcohol included with meal receipts must clearly identify alcohol, such as an “A” next to the items that are alcohol, highlight the alcohol or otherwise note it. Business Meal Calculator is attached and the Foundation funding split is correct There should be one expense type, hosted meal, then separate funding lines. Funding line 1 for meals within limits, funding line 2 for meal overages and funding line 3 for alcohol. Coding is valid and has funding available An alcohol permit was obtained, if required	Itemized receipt clearly indicating alcoholic beverages Attendee list Receipt indicating food was also purchased

Business Purpose: What was the purpose of the meal or event where alcohol was served? What was the specific benefit to the UW gained from this purchase?

Guidance: L&S ALcohol, UW-6003 UW-Madison Alcohol, 3024.8 Foundation funding e-Re

Catering

Catering
Review	Attachments
Timeframe reasonable and within policy Receipt amount correct Within limits. Coding is valid and has funding available If Foundation funding used, there should be one expense type, hosted meal, then separate funding lines. Funding line 1 for meals within limits, funding line 2 for meal overages and funding line 3 for alcohol. If not UW catering and on campus, evidence they contacted the Union and Housing. Prepayment is allowed with approval from purchasing services.	Itemized receipt Attendee list

Business Purpose: What was the purpose of the meal or event? What was specific benefit to the UW gained from this meal or event? If Union or Housing not used on campus, justification for why not.

Guidance: UW-2045 Catering, UW-3049 Catering – On and Off Campus, Planning a UW Event, L&S Risk Management on Catering

Meals - Hosted, Group

Meals - Hosted, Group
Review	Attachments
Timeframe reasonable and within policy Receipt amount correct Meal amounts and splits to funding are appropriate based on the type of meal (official function, hosted meal or business meal, see meal matrix) Coding is valid and has funding available There should be one expense type, hosted meal, then separate funding lines. Funding line 1 for meals within limits, funding line 2 for meal overages and funding line 3 for alcohol. Service Fees or Administrative Fees do not count towards meal maximum. Use travel-miscellaneous (2870) or nontaxable service fee (2623) Alcohol charges should be noted on receipt	Itemized Receipt Itinerary/ agenda Attendee list Meal calculator required if using Foundation funding. Official function form, if applicable

Business Purpose: What was the purpose of the hosted meal? What was specific benefit to the UW gained from the purchase?

Guidance: UW-3039 Business Meals, Business Meals campus page, Business Meal Calculator, UW Sys 435 HQ City and UW Sponsored Events, Meal Matrix

Meeting Space

Meeting Space
Review	Attachments
Receipt amount correct Coding is valid and has funding available Prepayment is allowed with approval from purchasing services.	Itemized receipt Flyer/Agenda if applicable

Business Purpose: What was the purpose of the space rental? What was specific benefit to the UW gained from the purchase?

Guidance: Planning a UW Event,

Conference/Training

Conference Registration

Conference Registration
Review	Attachments
Receipt amount correct Coding is valid and has funding available Does registration cost include meals? If so, deduct from per diem. Registration is allowable for reimbursement prior to travel Prepayment is allowed.	Itemized receipt which includes a breakdown of the conference fees. Conference Agenda. Do not provide a link, attach the document.

Business Purpose: The name and purpose of the conference. What was the specific benefit to the UW gained from attendance at this conference?

Guidance: Paying Event Registration Fees and UW-3021 Registration Fees

Training and Coursework - Career Related Course

Training and Coursework - Career Related
Review	Attachments
Receipt amount correct Employee at the time of completion of coursework or training Not required as part of job Coding is valid and has funding available Successful completion with a grade of C or higher Prepayment is allowed.	Itemized receipt that shows tuition and fees amount Approved Reimbursement Request for Career-Related Coursework and Training Form attached.

Business Purpose: Who is it for? What was specific benefit to the UW gained from the purchase?

Guidance: Employee Coursework and Training Assistance Procedures, L&S KB Guidance

Training and Coursework - Job Related Courses

Training and Coursework - Job Related
Review	Attachments
Receipt amount correct Required as part of job. Fees paid by the department. Coding is valid and has funding available UW-Madison course - Internal Third Party Authorization form Other UW colleges - interunit journal External requisition most likely Prepayment is allowed	Itemized receipt Documentation showing this is job-related courses, if college course.

Business Purpose: Who is it for? Course name. What was specific benefit to the UW gained from the purchase?

Guidance: Employee Coursework and Training Assistance Procedures, L&S KB Guidance

Supplies

Materials - Non-Consumable (Books and Periodicals)

Materials - Non-consumable
Review	Attachments
Receipt amount correct Ship to is appropriate, campus address preferred. If not campus address, justification is required. Coding is valid and has funding available Electronic versions downloaded to UW owned device The "Ship to" address should be a campus address. If the purchase must be shipped off campus (shipping to remote work location) the purchaser must provide a reasonable justification in the supporting documentation.	Itemized receipt List of recipients

Business Purpose: How will the items be used? What was specific benefit to the UW gained from the purchase?

Guidance:

Protective Footgear/Shoes

Protective footgear/shoes
Review	Attachments
Staff is required to wear protective shoes for job. No more than $160 every three years Receipt amount correct Coding is valid and has funding available	Itemized receipt

Business Purpose: Who was the footwear puchased for? Why is it needed to complete job requirements?

Guidance: L&S Protective Show Guidance

Regalia

Regalia
Review	Attachments
Rental made from UW Bookstore Rental only no purchase Receipt amount correct Coding is valid and has funding available	Itemized receipt

Business Purpose: What event was the regalia rented for? Who was the regalia rented for?

Guidance: UW-3026 Non-Payable/Non-Reimbursable Exp

Supplies - Consumable (Office Supplies, Lab Supplies, etc.)

Supplies - consumable
Review	Attachments
Purchased through Shop@UW Receipt amount correct Coding is valid and has funding available Purchased on mandatory contract, if applicable The "Ship to" address should be a campus address. If the purchase must be shipped off campus (shipping to remote work location) the purchaser must provide a reasonable justification in the supporting documentation.	Itemized receipt

Business Purpose: What is being purchased? Who will use it? What was specific benefit to the UW gained from the purchase?

Equipment

Computer Hardware

Computer Hardware
Review	Attachments
Receipt amount correct Coding is valid and has funding available If purchase not made in ShopUW+, is justification included?	Itemized receipt

Business Purpose: What will the items be used for? If items for specific people or rooms, list them.

Guidance: Tech Purchasing Guide

Equipment - (Lab, Classroom)

Equipment
Review	Attachments
Purchase made on ShopUW+. If not, justification. Receipt amount correct Coding is valid and has funding available	Itemized receipt

Business Purpose: What is the purpose of the equipment? Where will the equipment be used? What was specific benefit to the UW gained from the purchase?

Guidance: Capital Equipment, How to buy a product,

Furniture - Office (Furniture typically found in office setting regardless of location of use)

Furniture - Office
Review	Attachments
Mandatory contract followed. Receipt amount correct Coding is valid and has funding available If SWAP or refurbished furniture contract, then don’t need to check with BCE Sofa/couch, loveseat, recliners, etc. are not allowed in private offices. Only common spaces. Department chairs are the only staff permitted to buy couches/sofas	Itemized receipt If BCE/BSI not used, documentation showing the request, response or waiver.

Business Purpose: What is the purpose and benefit of the furniture? Where will the furniture be used?

Guidance: L&S Furniture and UW-3043 Exceptions/Approvals/Special Handling #9

Furniture - Non-office (Furniture NOT typically found in office setting)

Furniture - non-office
Review	Attachments
Receipt amount correct Coding is valid and has funding available Depending on item, was contract used? Sofa/couch, loveseat, recliners, etc. are not allowed in private offices. Only common spaces. Department chairs are the only staff permitted to buy couches/sofas	Itemized receipt

Business Purpose: What is the purpose and benefit of the furniture? Where will the furniture be used?

Guidance: L&S Furniture

Other Expenses

Advertising

Advertising
Review	Attachments
Receipt amount correct Coding is valid and has funding available	Itemized receipt

Business Purpose: What was the purpose of the advertising? What was the specific benefit to the UW from this service?

Guidance: How to buy a service – Division of Business Services – UW–Madison (wisc.edu)

Digital Media, e-books or Streaming Video/Movies

Digital Media, e-books or streaming videos/movies
Review	Attachments
Check to make sure they checked with the Library System that it isn’t available for use. Receipt amount correct Coding is valid and has funding available	Itemized receipt

Business Purpose: What was the purpose of the purchase? Who will utilize the purchase? What was specific benefit to the UW gained from the purchase?

Gift Cards

Gift Cards
Review	Attachments
Paid on p-card Not given to Nonresident Aliens (NRA) Not solely open to UW students (see Student Payment Guide for handling) Receipt amount correct Coding is valid and has funding available	Itemized receipt Purchasing Card Gift Card Approval Form Gift Card Recipient Log

Business Purpose: Paraphrase the explanation of purchase from the Gift Card Approval Form.

Guidance: UW-3027 Gift Cards

Internet

Internet
Review	Attachments
For business use while on travel, not personal use. Personal use internet is part of per meal diem. Receipt amount correct Receipt always required, regardless of amount Coding is valid and has funding available	Itemized receipt

Business Purpose: The business reason internet was needed. What was the specific benefit to the UW gained from this purchase?

Guidance: UW-3024 Expense Reimbursement

Membership

Membership
Review	Attachments
Purchased using campus information and email No institutional or organizational membership was available. For one year Receipt shows dates of membership Receipt amount correct Coding is valid and has funding available Initial membership payments on DP, requisition or e-Reimbursement. Renewals also allowed on p-card.	Itemized receipt

Business Purpose: Who is the membership for? Why is the membership needed? What was specific benefit to the UW gained from the purchase?

Guidance: Policy 328 Memberships

Postage/Shipping

Postage/Shipping
Review	Attachments
Receipt amount correct Coding is valid and has funding available	Itemized receipt

Business Purpose: What is being mailed or shipped? Who are the recipients? What was specific benefit to the UW gained from the purchase?

Prizes and Awards

Prizes and Awards
Review	Attachments
Meets policy for amount and type of purchase per person. Receipt amount correct Coding is valid and has funding available	Itemized Receipt List of recipients

Business Purpose: What is the prize or award for? Who will the purchase be given to? What was specific benefit to the UW gained from the purchase?

Guidance: UW Sys Policy 330

Software/Software Subscriptions

Software/software subscriptions
Review	Attachments
Timeframe reasonable and within policy Must use campus contact information Vetted by cybersecurity Receipt amount correct Coding is valid and has funding available Software/software subscriptions should be in the name of the Department if possible. All contact information must be University information. University funds should be used to directly pay for the software/software subscriptions, such as a purchasing card, department card, requisition or direct payment. It is not advised that software/software subscriptions be purchased by an individual and put through e-Reimbursement to be reimbursed, however that is an option if paying using a University method is not an option.	Itemized receipt Risk Review Attached, if applicable

Business Purpose: What subscription is being purchased? Who will be using the subscription? What was specific benefit to the UW gained from the purchase?

Guidance: L&S App/Software Cloud/Web Service Purchasing Guidelines, Website Development and Hosting Fees - L&S

Subscriptions (Non-software)

Subscriptions (non-software)
Review	Attachments
Timeframe reasonable and within policy Receipt amount correct Purchased using campus information and email Coding is valid and has funding available New Subscriptions on DP or Requisition New or Renewals on DP, requisition, p-card	Itemized receipt

Business Purpose: What subscription is being purchased? Who will be using the subscription? What was specific benefit to the UW gained from the purchase?

Guidance: UW-3041 New or Renewal Subscriptions, L&S Membership/Subscription Guidelines,

Printing

Printing
Review	Attachments
Must be ordered through Digital Printing & Publishing Services (DP&PS, formerly DoIT Printing). This applies to all printing jobs, including quick copy/duplicating and photocopying. Printing must be competitively bid for any purchase over $49.99.	Itemized receipt

Business Purpose: What is the purpose of items printed? What was the specific benefit to the UW gained from the purchase?

Guidance: UW-3044, How to Purchase a Printing or Copying Job

Keywords:

Cost Grid, expense report requirements, travel, supplies, p-card, flight, airfare, lodging, sofa, couch, receipt, itinerary

Doc ID:

145011

Owned by:

Nate L. in L&S KB

Created:

2024-11-27

Updated:

2024-12-06

Sites:

L&S KB

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